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HomeMy WebLinkAboutBudget/Finance Committee Minutes 08.11.2020Minutes of City of Laurel Budget/Finance Committee Tuesday, August 11, 2020 Members Present: Emelie Eaton Richard Klose Bruce McGee Others Present: Mayor Nelson Monica Salo Bethany Langve The Meeting was called to order by Chair Eaton at 5:30 pm. Public Input: Citizens may address the committee regarding any item of business that is not on the agenda. The duration for an individual speaking under Public Input is limited to three minutes. While all comments are welcome, the committee will not take action on any item not on the agenda. General Items • Review and approve the minutes of the July 28, 2020 meeting. Richard Klose made a motion to approve the minutes of the July 28, 2020 Budget and Finance Committee meeting. Emelie Eaton seconded the motion to approve the July 28, 2020 Budget and Finance Committee meeting minutes, all in favor, motion passed. • Review and approve increase to original purchase requisition from the Solid Waste Department — The Clerk/Treasurer presented the original requisition from the Solid Waste Department for the replacement of the G 10 Garbage Truck transmission. The Clerk/Treasurer explained the final replacement invoice was $790.27 greater than the approved amount. She explained any increases to the originally approved purchase requisition would need to be approved by the Budget and Finance Committee. The Committee asked if the truck was running now. The Clerk/Treasurer stated she heard it was running very well and everyone was happy with the repairs. The Committee wanted to know if the City was going to have further talks with Peterbuilt regarding this being a warranty issue, and the Clerk/Treasurer stated yes. Richard Klose made a motion to approve the increase to the original purchase requisition from the Solid Waste Department for the replacement of G 10's transmission. Bruce McGee seconded the motion to approve the increase to the original purchase requisition from the Solid Waste Department for the replacement of G1O's transmission, all in favor, motion passed. • Review and approve the July 2020 Utility Billing Adjustments. The Committee reviewed the July 2020 Utility Billing Adjustments. There were no comments or questions regarding the July 2020 Utility Billing Adjustments. Emelie Eaton made a motion to approve the July 2020 Utility Billing Adjustments. Bruce McGee seconded the motion to approve the July 2020 Utility Billing Adjustments, all in favor, motion passed. • Review and recommend approval to Council Claims entered through 08/07/2020. The Claims Detail reports and the Check Registers were reviewed for accuracy prior to the meeting, by the Committee. There was a question regarding the Ace Hardware details and why it was not detailed. The Clerk/Treasurer explained there were numerous line items for PVC fittings and the Clerk/Treasurer felt having the Accounts Payable enter each individual fitting was not cost effective. The Clerk/Treasurer stated she had all the claims present for review by the Committee. She also stated if the Committee wanted, she would begin having the Accounts Payable Clerk enter every fitting if they wanted. The Committee stated entering each individual item was unnecessary and having the claims present during the meetings would be sufficient. There was a question regarding he payment to Morrison Maierle, Inc. The Clerk/Treasurer explained this is the monthly contracted charge for the City IT services. There was a missing receipt from Sam's Club and the Clerk/Treasurer stated the Accounts Payable Clerk had sent out an email to the Department Meads asking who had used the credit card without submitting a receipt. One of the Court Clerk's, Monica Salo, was present at the meeting. She stated the missing receipt may be the Courts purchase of a water cooler. Monica double checked and confirmed the missing receipt was from the Court and it would be turned into the Accounts Payable Clerk the next day. Emelie Eaton made a motion to recommend approval to Council the claims entered through 08/07/2020. Richard Klose seconded the motion to recommend approval to Council the claims entered through 08/07/2020, all in favor, motion passed. Review and approve Payroll Register for pay period ending 07/26/2020 totaling $171,886.74. Emelie Eaton made a motion to approve the payroll register for pay period ending 07/26/2020 totaling $171,886.74. Richard Klose seconded the motion, all in favor, motion passed. New BUSR'ness - None 0�d Bu0ness - The Clerk/Treasurer stated she was not able to meet with KOIS Brothers due to a family medical issue. She stated once the budget was completed, she would reschedule the meeting with thein. OtheT Mems - o Review the Comp/OT report for pay period ending 07/26/2020. The Committee reviewed the reports and had no questions or comments. The Committee talked about who would review the claims beginning 09/08/2020. The claims will be reviewed as follows: 09/08/2020 — Bruce McGee 09/22/2020 — Richard Klose 10/13/2020 — Scot Stokes 10/27/2020 — Emelie Eaton 11/10/2020 — Scot Stokes 11/24/2020 — Richard Klose 12/08/2020 — Bruce McGee 12/22/2020 — Emelie Eaton • Clerk/Treasurer Update — The Clerk/Treasurer stated she has been working on the budget and there is a savings with the layoffs and not hiring of the Water Billing Clerk. She stated she is concerned about the future of unemployment rates. With the new structure the State of Montana has to pay 25% of the additional $400 per week given to unemployed individuals. This could amount to millions of dollars the State will have to pay out. She is concerned about the unemployment pool and how that money is going to be put back into it. The Committee asked how the Federal Government can force the State to pay 25% of something they passed. Update from the Mayor — The Mayor stated the East Downtown Infrastructure Project is almost complete and the contractor is paving now. He stated in a couple of weeks the concrete, and striping work should be done. He stated the infrastructure down in the area was terrible and needed to be changed out. He stated the new Stonnwater Drains in the area would prevent further flooding. He stated the updates to the Street Maintenance Ordinance are going to allow the Public Works Director (PWD) to assess based off MCA rules. This will automatically update LMC and allow the PWD to assess based on traffic flow and assess businesses that generate more traffic more in Street Maintenance. Announcements — • The next Budget and Finance Meeting will be held on Tuesday August 11, 2020 at 5 :3 0pm • Emelie Eaton will be reviewing claims for the next meeting • The meeting was adjourned at 6:27pm Respectfully submitted, Bethany, gve' Clerk/Treasurer NOTE: This meeting is open to the public. This meeting is for information and discussion of the Council for the listed workshop agenda items.